Zone d'identification

Cote

Titre

Date(s)

Niveau de description

Étendue matérielle et support

Zone du contexte

Nom du producteur

Histoire administrative

Dépôt

Histoire archivistique

Source immédiate d'acquisition ou de transfert

Direct transfer to the archives

Zone du contenu et de la structure

Portée et contenu

Secretariat records, as separate from Secretariat Documents issued with official document codes, include programme files, project files, division files, registry files, administrative files, and working files. The Archival Group is comprised of the following collections and fonds:

Legal instruments (LA) Collection: agreements, conventions, recommendations, final acts, plans of operation, protocols, contracts, statutes, credentials, full powers of the Delegates of the General Conference, etc., that have been transferred to the Archives.

Central Registry Collection: official correspondence files (also called 'registry files' and 'subject files on programme maters') contianing documents collected from Secretariat units and organized according to a subject-based classification scheme by the former Registry Section.

Secretariat fonds: records created and maintained by the organizational units of the Secretariat in the course of their activities, such as, for example, the Executive Office of the Director General (CAB), Bureau of Studies and Programming (BEP, PSP), Secretariat of the General Conference and the Executive Board (SCX), etc. The fonds includes records of committees and commissions that reported to the Director-General.

Évaluation, élimination et calendrier de conservation

Accroissements

Continuous accruals

Mode de classement

The filing plan used for programme sector of the Secretariat (1946-1996) files, which are the main records of this fond, is mainly based on the Universal Decimal Classification (UDC) system. The UDC structures information and files according to subject words in a codification system developed as a cataloguing tool for libraries.

Since 1996, most programme sector files are organised according to decentralized filing plans, which reflect the provenance of the records. These are therefore arranged with the Secretariat Fonds. The inventories of archives originating in the central and administrative services have respected the traditional, archival provenance principle since the establishment of the Secretariat in 1946 and also form part of the Secretariat fonds.

Zone des conditions d'accès et d'utilisation

Conditions d’accès

The Rules governing access to the archives by external researchers are established in the UNESCO Administrative Manual, Appendix 9.5a.As a general rule, Secretariat correspondence and administrative files are open for consultation after twenty years, counted from the most recent item in the file.Access to a document or file not yet within the open consultation period may be granted by the Chief Archivist on an exceptional basis with the agreement of the appropriate official(s) or unit(s) of the Secretariat.

Conditions de reproduction

Langue des documents

arabe

chinois

anglais

français

russe

espagnol

Écriture des documents

Notes sur la langue et l'écriture

Caractéristiques matérielle et contraintes techniques

Instruments de recherche

AG 8/1: Secretariat records: list of sub-groups and series (220)

AG 8/2.1: Abridged filing plan for the official dossiers in use by the Secretariat of UNESCO (GES/WS/2), (NB: The official dossiers are also called “registry files”, “official correspondence files” or “programme files”)